To: Prospective Offerors Subject: Solicitation number 19CV1018Q0003 Enclosed is a Request for Proposals (RFP) for Preventive Maintenance Services for Generators. If you would like to submit a proposal, follow the instructions in Section 3 of the solicitation, complete the required portions of the Standard Form 1449 document, and submit it to the email address on the form. The U.S. Government intends to award a contract to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract based on initial proposals, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so. Manuals regarding the equipment identified in Exhibit A are available for inspection. Please call Mr. Antonio Sousa at 995- 1896 for an appointment to inspect these manuals. A site visit to see all generator locations will be held on March 23 rd , 2018 at 9:30 a.m. at the U.S. Embassy warehouse located in Achada Grande Trás. Please contact Mr. Sousa to provide names of all personnel visiting for visitor access. Proposals are due by March 30 th at 16:00 local time. Sincerely, Contracting Officer Enclosure
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To: Prospective Offerors Subject: Solicitation number ......To: Prospective Offerors Subject: Solicitation number 19CV1018Q0003 Enclosed is a Request for Proposals (RFP) for Preventive
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To: Prospective Offerors
Subject: Solicitation number 19CV1018Q0003
Enclosed is a Request for Proposals (RFP) for Preventive
Maintenance Services for Generators. If you would like to
submit a proposal, follow the instructions in Section 3 of the
solicitation, complete the required portions of the Standard
Form 1449 document, and submit it to the email address on the
form.
The U.S. Government intends to award a contract to the
responsible company submitting an acceptable offer at the lowest
price. We intend to award a contract based on initial
proposals, without holding discussions, although we may hold
discussions with companies in the competitive range if there is
a need to do so.
Manuals regarding the equipment identified in Exhibit A are
available for inspection. Please call Mr. Antonio Sousa at 995-
1896 for an appointment to inspect these manuals.
A site visit to see all generator locations will be held on
March 23rd, 2018 at 9:30 a.m. at the U.S. Embassy warehouse
located in Achada Grande Trás. Please contact Mr. Sousa to
provide names of all personnel visiting for visitor access.
Proposals are due by March 30th at 16:00 local time.
Sincerely,
Contracting Officer
Enclosure
Section 1 - The Schedule
SF 1449 cover sheet
Continuation To SF-1449, RFQ Number 19CV1018Q0003 Prices, Block 23
Continuation To SF-1449, RFQ Number 19CV1018Q0003, Schedule Of Supplies/Services, Block
20
Description/Specifications/Work Statement
Inspection and Acceptance
Exhibit A - List of Tasks to be Performed (Statement of Work) and Equipment List Section 2 - Contract Clauses
Contract Clauses
Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12 Section 3 - Solicitation Provisions
U.S. Embassy Praia Financial Management Center Praia, Cabo Verde
17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER
18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED SEE ADDENDUM
19.
ITEM NO.
20.
SCHEDULE OF SUPPLIES/SERVICES
21.
QUANTITY
22.
UNIT
23.
UNIT PRICE
24.
AMOUNT
1
Preventive Maintenance Services for Diesel
Generators
14
See Section 1 The Schedule
(Use Reverse and/or Attach Additional Sheets as Necessary) 25. ACCOUNTING AND APPROPRIATION DATA
26. TOTAL AWARD AMOUNT (For Govt. Use Only)
27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-3. FAR 52.212-4 AND 52.212-5 ARE ATTACHED. ADDENDA ARE X ARE NOT ATTACHED.
27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE X ARE NOT ATTACHED.
28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____
COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.
29.AWARD OF CONTRACT: YOUR OFFER ON SOLICITATION
(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:
30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)
30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT)
30c. DATE SIGNED
31b. NAME OF CONTRACTING OFFICER (Type or Print)
31c. DATE SIGNED
AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV 4/2002)
PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212
SECTION 1 - THE SCHEDULE
1.0 DESCRIPTION The American Embassy Praia requires preventive maintenance services for their Diesel Generators. These services shall result in all generators identified in this contract to be in safe, reliable and efficient operating condition. 1.1. TYPE OF CONTRACT This is a firm fixed price contract payable entirely in Cabo Verdean Escudos Prices for all Contract Line Item Numbers (CLIN). No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates. 1.2. PERIOD OF PERFORMANCE The contract will be for a period of one-year, with a maximum of four one-year optional periods of performance and will be expected to commence no later than April 9th, 2018.
VALUE ADDED TAX (VAT). The Contractor shall include VAT as a separate charge on the
Invoice and as a separate line item in Section B. 2.0 PRICING The rates below include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and GST (if applicable). 2.1. Base Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months.
CLIN Description
Quantity of Equipment
Type of services No. of service
Unit price / service
($)
Total per year ($)
001
Preventive maintenance for generators described in attachment A
14 Weekly 1
2.2. Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract, and continuing for a period of 12 months.
002
Preventive maintenance for generators described in attachment A
14 Semi-annual 1
003
Preventive maintenance for generators described in attachment A
14 Annual or every
250 hours 1
004 Emergency Response Service
As needed Per Hour
Total Base Year
CLIN Description
Quantity of Equipment
Type of services
No. of servic
e
Unit price / service
($)
Total per year ($)
101
Preventive maintenance for generators described in attachment A
14 Weekly 1
101-A
Preventive maintenance for generators described in attachment A
14 Semi-Annual 1
101-B
Preventive maintenance for generators described in attachment A
14 Annual or every
250 hours 1
102 Emergency response service
As needed 1 Per hour
Total Option Year 1
2.3. Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of the contract, and continuing for a period of 12 months.
2.4. Option Year 3. The Contractor shall provide the services shown below for Option Year 3 of the contract, and continuing for a period of 12 months
CLIN Description Quantity of Equipment
Type of services No. of service
Unit price / service
($)
Total per year ($)
201
Preventive maintenance for generators described in attachment A
14 Weekly 1
201-A
Preventive maintenance for generators described in attachment A
14 Semi-annual 1
201-B
Preventive maintenance for generators described in attachment A
14 Annual or every
250hrs 1
202 Emergency Response Service
As needed Per hour
Total Option Year 2
CLIN Description
Quantity of Equipment
Type of services No. of service
Unit price / service ($)
Total per year ($)
301
Preventive maintenance for generators described in attachment A
14 Weekly
1
301-A
Preventive maintenance for generators described in attachment A
14 Semi-annual
1
301-B
Preventive maintenance for generators described in attachment A
14 Annual or every
250hrs
1
302 Emergency response service
As needed
2.5. Option Year 4. The Contractor shall provide the services shown below for Option Year 4 of the contract, and continuing for a period of 12 months
2.6. Total for all years: Base Year $__________
Option Year 1 $__________
Option Year 2 $__________
Option Year 3 $__________
Option Year 4 $__________
TOTAL $__________
2.7 Repair option. Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract. However, we would like to have current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 7.1.3 any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without approval.
Total Option Year 3
CLIN Description Quantity of Equipment
Type of services No. of service
Unit price / service ($)
Total per year ($)
401
Preventive maintenance for generators described in attachment A
14 Weekly
1
401-A
Preventive maintenance for generators described in attachment A
14 Semi-annual
1
401-B
Preventive maintenance for generators described in attachment A
14 Annual or every
250hrs
1
402 Emergency response service
As needed
Total Option Year 4
Repair Labor Rates Base Year $__________/hr
Option Year 1 $__________/hr
Option Year 2 $__________/hr
Option Year 3 $__________/hr
Option Year 4 $__________/hr
3.0 NOTICE TO PROCEED
After Contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of Contract award unless the Contractor agrees to an earlier date) on which performance shall start.
DESCRIPTION/SPECIFICATION/WORK STATEMENT 4.0 EQUIPMENT AND PERFORMANCE REQUIREMENTS 4.1. The American Embassy in Praia requires the Contractor to maintain the following systems in a safe, reliable and efficient operating condition. Please see equipment list included in Exhibit A for a more detailed description.
1) Equipment Description
4.2. The Contractor shall provide all necessary managerial, administrative and direct labor personnel, as well as all transportation, equipment, tools, supplies and materials required to perform inspection, maintenance, and component replacement as required to maintain the systems in accordance with this work statement. Under this Contract the Contractor shall provide:
The services of trained and qualified technicians to inspect, adjust, and perform scheduled preventive maintenance.
4.3. Performance Standards The generators should be clean and in good operating condition upon completion of the service. The preventive maintenance service should result in the parts of the system serviced being in a condition to operate efficiently and effectively. 5.0 HOURS OF PERFORMANCE 5.1. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 8 AM and 5 PM (17H00) Monday through Friday. No work shall be performed on US Government and local holidays. Below is a list of the holidays.
Jan 01 New Year's Day Am
Jan 16 Birthday of Martin Luther King, Jr. Am
Feb 18 President's Day Am
May 27 Memorial Day Am
Jul 04 Independence Day Am
Sep 02 Labor Day Am
Oct 14 Columbus Day Am
Nov 11 Veterans Day Am
Nov 28 Thanksgiving Day Am
Dec 25 Christmas Am
6.0 ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT 6.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the American Embassy. The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees shall have access to the equipment and equipment areas and will be escorted by Embassy personnel. 6.2 Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall be used on this Contract prior to their utilization. Submission of information shall be made within 5 days of award of contract. No technician will be allowed on site without prior authorization. Note: this may include cleared personnel if advance notice of visit is not given at least one week before the scheduled visit. 6.2.1 Vehicles. Contractor vehicles will not be permitted inside the embassy compound without prior approval. If you need to have vehicle access please submit your vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This should be submitted to the Facility Manager at least one (1) week prior to the visit. 6.2.2 Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. 6. 3 Security Clearances. All Work under this contractor that are designated as non-CAA areas may be performed by un-cleared American or local workers. However, all work done in CAA and PCC areas shall be performed by cleared American Construction personnel as needed to complete the services. The Contractor shall work closely with the COR, the Post Facility Manager [FM] or the General Services Officer [GSO]. 6.4 Standards of Conduct 6.4.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government. 6.4.2 6.4.3 Neglect of Duties. Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.
6.4.4 Disorderly Conduct. The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting. Also included is participation in disruptive activities that interfere with normal and efficient Government operations. 6.4.5 Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects. 6.4.6 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or immoral conduct; unethical or improper use of official authority or credentials; security violations; organizing or participating in gambling in any form; and misuse of weapons. 6.4.7 Key Control. The Contractor will not be issued any keys. The keys will checked out from Post 1 by a “Cleared American” escort on the day of service requirements. 6.4.8 Notice to the Government of Labor Disputes. The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract. 7.0 SCHEDULED PREVENTIVE MAINTENANCE 7.1. General 7.1.1. The Contractor shall perform preventive maintenance as outlined in Exhibit A - STATEMENT OF WORK. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running. 7.1.2. The Contractor shall supply the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits. The contractor should inventory the supply after each visit and order replacement supplies and have them delivered on site. 7.1.3. Exclusion. This contract does NOT include repair of equipment and replacement of hardware (e.g. bearings, pistons, piston rings, crankshaft, gears.) Hardware replacements will be separately priced out by the Contractor for the Government’s approval and acceptance. The Government has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.
7.1.4. Replacement/repair of any electronic or electrical parts must be approved by the COR prior to installation of the part. If the Contractor proceeds to replace any electronic or electrical parts without COR approval, the Contractor shall de-install the parts at no cost to the Government.
7.1.5 Emergency Response Service
a. The Contractor shall provide, at extra cost, a 24 hours / day, 7 days / week, 52 weeks / year coverage
for emergency trouble calls. A trained mechanic shall be "on call" and shall be on site within a two-hour
time period of the placement of an emergency trouble call by the Contracting Officer or COR.
Emergency situations include when the generator fails to start or is operating in a manner that would
cause damage to the engine or its components.
b. Non-Emergency Response Service: The Contractor shall provide, at extra cost, a non-emergency
response service. A trained generator mechanic will be on site, within one working day, to trouble shoot
and repair a generator malfunction
c. Callback Service: when a generator which was previously worked on by the Contractor's mechanic,
has a repeat malfunction within a 24-hour period, the Contractor shall be obligated to provide, at no
extra cost, a return visit by a trained generator mechanic to correct the problem, even if the problem is
minor in nature. The generator mechanic shall respond to this callback within a three-hour time period
regardless of what time the Contracting Officer or COR made the callback complaint, including the "after
hours" time periods.
7.2 Checklist Approval The Contractor shall submit to the COR a schedule and description of preventive maintenance tasks which the Contractor plans to provide. The Contractor shall prepare this schedule and task description in a checklist format for the COR’s approval prior to contract work commencement. 7.2.1. The Contractor shall provide trained technicians to perform the service at frequencies stated in Exhibit A and on the equipment called out in this SOW. The technician shall sign off on every item of the checklist and leave a copy of this signed checklist with the COR or the COR's designate after the maintenance visit. 7.2.2. It is the responsibility of the Contractor to perform all manufacturers’ recommended preventive maintenance as well as preventive maintenance recommended by the manufacture technical manuals for the respective equipment. 8.0 PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The
Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained. 8.1 Contractor furnished materials will include but not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, cleaning material and oil spill containment kit. 8.2 Repairs. Repairs are not included in this contract. See Item 7.1.3. Exclusions. 8.3 Disposal of used oil, fuel, battery and other toxic substances. The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances. 8.4 Chemical analysis: The Contractor is responsible for conducting laboratory analysis for oil samples to check for destructive acids, corrosive materials and metal deposits. All charges for such analysis is payable by the Contractor and a report stating the test results shall be submitted to the COR. 9.0 Software, Licenses and Passwords. Copies of any and all software and licenses needed to control or to adjust the communications module shall be given to the post upon completion of the work. 10. DELIVERABLES The following items shall be delivered under this contract:
Description QTY Delivery Date Deliver to
Names, biographic data, police clearance on Contractor personnel (#6.2)
1 5 days after contract award COR
Certificate of Insurance (#10.2) 1 10 days after contract award CO
Laboratory report for chemical analysis (#8.4)
3 7 days after completion COR
Checklist signed by Contractor’s employee (#7.2.1)
1 After completion of each maintenance service
COR
Invoice (#15) 1 After completion of each maintenance service
COR
11.0 INSURANCE REQUIREMENTS 11.1 Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor’s personnel in the performance of this Contract The Contractor’s assumption of absolute liability is independent of any insurance policies. 11.2 Insurance. The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this Contract, whatever insurance is legally necessary. The Contractor shall carry the following minimum insurance:
Public Liability Insurance Bodily Injury Property Damage Workers’ Compensation and Employer’s Liability 11.3 Worker's Compensation Insurance. The Contractor agrees to provide all employees with worker's compensation benefits as required under local laws (see FAR 52.228-4 “Worker’s Compensation and War-Hazard Insurance Overseas”). 12.0 LOCAL LAW REGISTRATION If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to insure compliance with this law or decree, the entire burden of this registration shall rest upon the Contractor. Any local or other taxes which may be assessed against the Contract shall be payable by the Contractor without Government reimbursement.
INSPECTION AND ACCEPTANCE
52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)
FEDERAL ACQUISITION REGULATION (48 CFR CH. 1)
CLAUSE TITLE AND DATE
52.246-4 INSPECTION OF SERVICES – FIXED PRICE (AUG 1996)
(a) The Contracting Officer may designate in writing one or more Government employees, by
name or position title, to take action for the Contracting Officer under this contract. Each
designee shall be identified as a Contracting Officer’s Representative (COR). Such
designation(s) shall specify the scope and limitations of the authority so delegated; provided, that
the designee shall not change the terms or conditions of the contract, unless the COR is a
warranted Contracting Officer and this authority is delegated in the designation.
(b) The COR for this contract is Antonio Sousa, Facilities Supervisor
Duties
The COR is responsible for inspection and acceptance of services. These duties include review
of Contractor invoices, including the supporting documentation required by the contract. The
COR may provide technical advice, substantive guidance, inspections, invoice approval, and
other purposes as deemed necessary under the contract.
13.0 QUALITY ASSURANCE PLAN (QAP). 13.1 Plan. This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QAP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the Contract. The role of the Government is to conduct quality assurance to ensure that Contract standards are achieved.
Performance Objective PWS Para Performance Threshold
Services. Performs all services set forth in the performance work statement (PWS)
1 thru 12 All required services are performed and no more than one (1) customer complaint is received per month
13.2 Surveillance. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action. 13.3 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard. 13.4. Procedures. 13.4.1 If any Government personnel observe unacceptable services, either incomplete work or required services not being performed, they should immediately contact the COR. 13.4.2 The COR will complete appropriate documentation to record the complaint. 13.4.3 If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files. 13.4.4 If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable. 13.4.5 The COR shall, as a minimum, orally notify the Contractor of any valid complaints. 13.4.6 If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint. 13.4.7 The COR will consider complaints as resolved unless notified otherwise by the complainant. 13.4.8. Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause. 14. TRANSITIONS/CONTACTS Within 10 days after contract award, the Contracting Officer may ask the contractor to develop a plan for preparing the contractor to assume all responsibilities for preventive maintenance services. The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.
14.1 On site contact. The following are the designated contact personnel between the US Embassy and the Contractor -Facility Manager: Antonio Sousa, 995-1896, [email protected] -Technical Specialist: Post Mechanic 15. SUBMISSION OF INVOICES The Contractor shall submit monthly invoices for preventive maintenance services as performed. Invoices must be accompanied by a signed copy of the Maintenance Checklist for the work performed including parts replacement and break down calls, if any. No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation. The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Embassy's payment office, whichever is later. Invoices shall be sent to:
I. GENERAL INFORMATION: The United States Embassy in Praia requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s and residential emergency generator systems. II. PROJECT REQUIREMENTS:
DESCRIPTION OF EQUIPMENT *: *Please see attachment at the end of this sheet for more details
1) Insert Equipment III. GENERAL REQUIREMENTS:
The contractor will be responsible for labor and materials required to carry out all preventive maintenance as outlined in this SOW. Embassy staff have service manuals for all Generators and ATS’s on-site. IV. SCOPE OF WORK - - GENERATOR PREVENTIVE MAINTENANCE The contractor shall provide all materials, supervision, labor, tools, and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use safety protection while work is performed. Any questions or injuries shall be brought to the attention of the Post Occupation Safety and Health Officer (POSHO). Material Safety Data Sheets (MSDS) shall be provided by the contractor for all HAZMAT materials. Copies will be provided to the COR for approval.
1. The contractor shall provide the COR with a list of necessary parts and materials. 2. Oil, fluids, filters and preventive maintenance parts shall be provided at the expense of the U.S.
Govt. 3. The contractor shall provide emergency assistance for generator support within (2) two hours of
being contacted by the COR. If any discrepancies are found with the generator systems that are not covered under this scope of work, the contractor must provide the following:
1. Detailed report noting the discrepancy found. 2. Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair
material required and material lead time. 3. Price quote for repair labor.
At a minimum, the following work must be completed:
Contractor must submit to the Contracting Officer’s Representative (COR) for review, work sheet/checklist that will be used for performing maintenance service.
COR must immediately be made aware of any condition discovered that could result in equipment failure.
Test and inspection report shall be submitted to the COR within three days of completing work.
Laboratory report for all chemicals (oil, coolant or fuel analysis) shall be submitted to the COR.
Maintenance Interval Schedule A. Weekly Schedule
Put “Generator on repair “ tag on the engine control panel.
Visual check – Inspect engine for leaks and loose connections
Check oil lubrication level, add if necessary
Check Coolant level, add if necessary
Check battery and fluid, do battery load test. Add battery fluid if necessary
Check diesel fuel level; add if necessary
Check Air cleaner service indicator
Drain water and sediment at Daily Fuel Tank
B. Semi-Annual Schedule
1. Conduct visual inspection around generator. a. Check for evidence of leaks, damage, loose or missing hardware. b. Inspect engine and generator wiring harness for wear and damages. c. Inspect supports and spring isolators for soundness and stability. d. Inspect unit for corrosion. e. Hoses and Clamps - Inspect/Replace if needed. f. Belts - Inspect/Adjust/Replace if needed. g. Inspect all fuel, oil, and water piping for secure mounting. h. Inspect exhaust piping and muffler insulation.
2. Batteries. i. Battery charger – Inspect operation and clean. j. Battery electrolyte level and specific gravity – Check and adjust. Add distilled water as
needed. k. Perform battery load test. l. Clean battery terminals and lugs (apply grease on terminal connections).
3. Fluids and Filters.
Cooling System Coolant Level - Check and adjust.
Coolant conditioner (DCA/SCA) – Check and adjust to specs.
Jacket Water Heater - Check proper operation.
Engine Oil Level - Check and add if needed.
Fuel/water separators – Drain water.
Engine Air Cleaner Service Indicator – Check, clean filter if needed. 4. Generator Room.
Fuel tanks – Inspect and treat fuel if needed, check fuel level, drain water and sediment.
Space Heater/Room exhaust fan - Check for proper operation.
Air intake/exhaust – Ensure nothing obstructs airflow; louvers are free and operate properly.
5. Control Panel.
Electrical Connections - Check tightness
Clean and remove dust from panel. 6. ATS.
Clean and remove dust.
Inspect seals.
Note date of last battery change. (Replace if 2 years or older).
Tighten connections.
Check for hot spots. 7. Run unit – No load.
Run the generator with no load for 10 minutes. Remote Start Panel-Inspect and test operation. Inspect and clean. Check the generator for unusual conditions, such as: excessive vibration, leaks,
excessive smoke. Verify all gauges and indicators are normal and functioning properly. Check all indication lights, replace any defective bulbs.
8. Start unit and run under load for 1 hour.
Note: Unit should be run under facility load if permissible to test entire system.
Note 2: If facility load does not load generator to a minimum of 60% of rated capacity or if wet stacking is prevalent, the unit should be exercised with a portable load bank to a minimum 80% load for 1 hour.
Automatic Start/Stop – Inspect.
Check ATS operations and calibrate TDES, TDNE, TDEN, TDEC if necessary. Observe and record retransfer/cool down time.
Check louvers, shutters and room exhaust fans for proper operation.
Generator Set Vibration – Inspect. m. Read and record all gauges/meters. n. Record load readings – Voltage, amps, frequency, power factor. o. Check exhaust for excessive black or white smoke. p. Check turbocharger for vibrations or any abnormal noise during operation. q. Check generator bearing for noise and overheating. r. Check exhaust manifold, muffler, and piping for leaks and secure mountings.
9. Additional.
Ensure Generator/ATS is left in proper position for automatic start and transfer.
Clean generator and generator room. Wash radiator if necessary.
Annotate date, hours and maintenance in Generator log, fill out maintenance checklist and report deficiencies to COR.
Perform any additional maintenance tasks as recommended in the manufacture’s operation and maintenance manuals.
Submit Service Inspection and Test Report to COR.
C. Annual Schedule or every 250hrs, whichever comes first:
1. Conduct monthly PM service 2. Engine Air Cleaner Elements – Replace. 3. Engine Crankcase Breather – Clean. 4. Engine Oil Sample - Obtain and perform analysis. Submit report to COR. 5. Engine Oil and Filter – Replace. 6. Fuel Filters and Water Separators – Replace. 7. Obtain fuel sample at day tank and storage tank for analysis. 8. Radiator – Clean (pressure wash). 9. Intake louvers and ducts – Inspect/Clean (pressure wash). 10. Cooling System Coolant Sample - Obtain 11. Cooling System Supplemental Coolant Additive (SCA) - Test/Add 12. Coolant filter – Change if applicable 13. Crankshaft Vibration Damper - Inspect 14. Engine Protective Devices - Check 15. Turbocharger – Inspect/Check; Check end play and radial clearance on the turbine wheel and
shaft. 16. Clean and lubricate fuel pump linkages if applicable. 17. Fan bearing – Inspect/Grease. 18. Clean dust and vacuum all the controls, meters, switching mechanism components, interior
buswork, Remote Start control panel, Annunciator and connecting lugs of the ATS. 19. Inspect/Check buswork and supporting hardware for carbon tracking, cracks, corrosion, or any
type of deterioration. 20. Check all control wiring and power cables (especially wiring between or near hinged door) for
sign of wear and deterioration. 21. Check the cabinet interior for loose hardware – tighten connections. 22. Generator – Check for moisture, dust, oil, grease, and debris on main stator windings, exciter.
Clean as needed
D. Additional maintenance required per manufacturers recommendations:
1. Generator bearing – Inspect/Grease as recommended by manufacturer’s maintenance schedule. 2. Cooling System Coolant – Flush system and replace per manufacturer’s maintenance schedule. 3. Engine Valve Lash - Inspect/Adjust per manufacturer’s maintenance schedule.
Equipment List:
END OF STATEMENT OF WORK
END OF STATEMENT OF WORK
SECTION 2
CONTRACT CLAUSES
I.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)
This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon
request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this
address: http://www.acquisition.gov/far/ or http://farsite.hill.af.mil/vffara.htm
These addresses are subject to change. If the Federal Acquisition Regulation (FAR) is not available at the locations indicated above,
use the Department of State Acquisition website at https://www.ecfr.gov/cgi-bin/text-
idx?SID=2e978208d0d2aa44fb9502725ecac4e5&mc=true&tpl=/ecfrbrowse/Title48/48chapter6.tpl to see the links to the FAR. You
may also use an internet “search engine” (for example Google, Yahoo, Excite) to obtain the latest location of the most current FAR.
FEDERAL ACQUISITION REGULATION (48 CFR CH. 1):
CLAUSE TITLE AND DATE
52.202-1 DEFINITIONS (NOV 2013)
52.203-3 GRATUITIES (APR 1984)
52.203-5 COVENANT AGAINST CONTINGENT FEES (MAY 2014)
52.203-6 RESTRICTIONS ON SUBCONTRACTOR SALES TO THE GOVERNMENT (SEPT
2006)
52.203-7 ANTI-KICKBACK PROCEDURES (MAY 2014)
52.203-8 CANCELLATION, RESCISSION, AND RECOVERY OF FUNDS FOR ILLEGAL OR IMPROPER